Deleted resource is still assigned to a task

[Christina]

MSP 2003, PS2003

We have an employee that recently left our organization. After verifying
with each PM that this employee was not assigned to any project tasks, I
deleted her as a resource. Now, what I probably should have done was check
the Resource Assignments View to verify if she had any tasks. That said, I
have now found out that she IS assigned to an active project task (the PM
overlooked it).

What is the best way to correct the Task Assignment? This task is also
assigned to other resources and it is NOT effort driven. Can I simply remove
her from the task?

thanks!
Christina

 

[Gaurav Wason]

You can remove the resource if the resource does not have any actuals
reported or you can replace the resource from that assignment with a Generic
Resource and then remove the deleted resouce from the plan.

 

[Christina]

I've seen several procedures for removing a resource from a task and want to
make sure I am doing this correctly. My understanding is that if the
resource is assigned to a task with other resources, whether or not the other
resources have entered actuals can play a role in choosing the "correct"
method of removing them from the task.

I have been told that you should be able to just remove the resource. But
when I have done so, it removes them in MS Project, but not from their
timesheet. Someone else suggested changing Remaining Work to zero, republish
and overwrite for that resource and then remove. But the "zero" hours of
remaining work counts as actuals and prompts a confirmation message. I have
also been told to change Assignment Units to "0%" for that resource.

Can you tell me the proper way to do this in this case?

Thank you so much for your help!
Christina

 

[Gaurav Wason]

If the resource does not have any actuals reported replacing the resource
with Generic will be the best option.

Here is how you do it...
1) Select the task
2) Click on tools > assign resources
3) Select the resource you want to replace and then select the generic
resource (Click on Replace).

If no actuals were reported it will be a clean replace. If actuals were
reported it will move the remaining hours to generic resource and change the
remaining work to zero for the replaced resource.

Thanks
--
Gaurav Wason
(e-mail address removed), MCTS - Project Server
Project Made Easy (Project Server Archive Tool) and (Project Owner Tool)
http://projectmadeeasy.com

 

[Christina]

I will give that a try. Thank you!

If the resource does not have any actuals reported replacing the resource
with Generic will be the best option.

Here is how you do it...
1) Select the task
2) Click on tools > assign resources
3) Select the resource you want to replace and then select the generic
resource (Click on Replace).

If no actuals were reported it will be a clean replace. If actuals were
reported it will move the remaining hours to generic resource and change the
remaining work to zero for the replaced resource.

Thanks
--
Gaurav Wason
(e-mail address removed), MCTS - Project Server
Project Made Easy (Project Server Archive Tool) and (Project Owner Tool)
http://projectmadeeasy.com

 

[Christina]

That seemed to work perfectly! Thank you again for all of your help!!!

Christina

 

[Christina]

Although I was able to remove the resource from the task (I replaced with a
generic resource first), I still received a Task Reminder for that resource
on that task this morning. What did I do wrong?

 

[MSP User]

But it is not at all feasible to replace a resource from about 70 tasks one
by one.How do I go about this?

 

[Gérard Ducouret]

Hello,

Select all the 70 tasks,
Open the Assign Resource dialog,
Click the Replace ... button then select the other resource which will
replace the first one

Hope this helps,

Gérard Ducouret

 

[MSP User]

Those tasks of the enterprise resource which are 100% complete are replaced
by the local resource but for other tasks it is shared by the local
resource.Hence the enterprise resource cannot be deleted.
Now what?

 

[Gérard Ducouret]

Exact,

When a task is in progress, this Replace feature leaves the actual work done
by the previous resource, logically to keep the history of the progress on
this task.
In this case, you can click the Remove button then assign the other
resource.

Gérard Ducouret

 

[MSP User]

That's right,so removing the old resource and assigning the task to a new one
will result in change in duration of the task.
Hence i conclude that it is not advisable to replace resource in an existing
plan if we do not want change in the dates.

 

[Gérard Ducouret]

<<so removing the old resource and assigning the task to a new one will
result in change in duration of the task.>>

No, by default this operation has not any effect on the task duration. What
are you doing exactly, what are the settings of your task : Fixed work,
fixed duration, fixed units ?Effort driven ?

Gérard Ducouret

 

[MSP User]

My task is fixed units and is effort driven.